PDCflow’s document security features were created based on requests from real businesses just like yours. Here are some of the best practices we recommend to create a secure document sharing environment.

• Use Access Controls: Control which employees can access and view the documents you have on file. If information isn’t needed for a staff member to do their job, they shouldn’t be able to view it.

• Implement Physical Document Security: It’s a legal requirement to securely store paperwork containing payment data, personal health information, or other personally identifiable consumer information. Use locking file cabinets or other physical security to control access just as you would restrict digital access.

• Establish Document Retention and Destruction Policies: The industry you are in and the information included on physical documents will dictate how long you must store certain documents. Follow these guidelines for how long you must store documents and use a secure shred bin or other measures to destroy paperwork.

• Track and Monitor Documents: When you need to send compliance documents or important contracts it’s essential to know your messages are being delivered. Track and monitor digital documents for greater security and control.

• Educate Employees on Security Best Practices: Conduct routine document security training, HIPAA compliance, and PCI compliance training.

PDCflow’s esignature, document, communication, and payment tools let companies securely send documents and manage all types of digital workflows. We’ve created our software with current best practices, feedback from customers, and regulatory considerations in mind.

Here are some of the most popular document security features our customers use to keep customer communications safe:

• Dual authentication and HIPAA compliance: Dual authentication requires recipients to enter a PIN before reading your message. This secure delivery method makes PDCflow a secure, HIPAA-compliant option for organizations with sensitive customer or patient data.

• Secure entry overlay: Companies that take esignatures and payments together need to protect documents as well as customer data during online transactions. PDCflow’s software securely captures and stores the data for your company, so you aren’t required to manage sensitive data in house.

• Access controls: With PDCflow’s administrative controls, your company can choose what groups, departments, or locations in your business have access to documents, workflows, templates, or reporting. This security feature reduces chances of human error and fraud.

• Send via preferred channels: Delivering messages through email, SMS, or shared through a URL ensures the documents will be seen and opened by the intended party. PDCflow’s opt-in and opt-out controls make it easy for your company to follow compliance while serving customer preferences.

• Audit report: Part of security is ensuring your company is protected in the event of a customer dispute. PDCflow audit reports provide the signed document, multi-factor authentication, geolocation, date/time stamp, and delivery method. Cloud storage means easy access.

• Centralized document storage: Viewing your documents is just as important as being able to send them. Document storage in a PDCflow account removes the chance of unauthorized parties seeing sensitive data, while giving you an organized way to retrieve items when you need.

From customer communications to staff notices, there are countless reasons to securely send documents through your business.

Here are some of the real ways PDCflow customers are already using our software for document security.